Start-up Procedures

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RESIDENT INFORMATION

An audit of resident-related documentation is conducted. Recommendations for any additions are made at this time.

ResCom Management will:

  • Verify Current Occupant List
  • Review Resident-Related Correspondence
  • Review Project Rules and Regulations
  • Review Leases and local rules

NOTIFICATION OF NEW MANAGEMENT

All concerned parties are promptly notified regarding change in management. These include:

  • Current Residents
  • Current Vendors
  • Local Agencies
  • Utilities
  • Insurance Carriers

Upon receiving a management assignment, ResCom initiates a program to integrate the property documentation, financial data, and other relevant information into our Property Management System. The following is a partial list of ResCom’s standard procedures.

PROJECT DATA

A Property Summary Sheet is prepared on the property. This summary sheet contains the following:

  • Building Numbers
  • All Property Addresses
  • Property Telephone Number(s)
  • Number of Units and Type of Units
  • All Tenants' Names
  • All Tenants' Mailing Addresses
  • All Tenants' Telephone Numbers
  • All Tenants' Emergency Numbers
  • Motor Vehicle Registration
  • Pet Registration
  • Tax Identification Number
  • Current Vendor List

Financial Reports

A computerized Financial Statement is produced on a monthly basis.

BALANCE SHEET - INCOME STATEMENT

  • Balance Sheet
  • Income Statements
  • General Ledger
  • Bank Statements and Reconciliation
  • Cash Disbursement Journal

ACCOUNTS PAYABLE

  • Listing of unpaid bills
  • Aged list of Payables

ACCOUNTS RECEIVABLE

  • Detailed Accounts Receivable Report

DELINQUENCY REPORT

  • Complete list of outstanding Receivables and action taken
  • Aging Report

WORK ORDER STATUS REPORT

  • Complete report on open Work Orders Status

ACCOUNTING/ADMINISTRATIVE

All accounting procedures are initiated immediately. Per our contract we will:

  • Open Bank Accounts in the Association's Name
  • Establish Filing System
  • Define Chart of Accounts
  • Create Appropriate Journals
  • Establish Delinquency Collection Procedures
  • Obtain Previous Operations Records
    • Obtain Financial Records
    • Obtain Payroll Records
  • Develop Tickler System for Contract Renewals
  • Prepare Operating Budget
  • Review Liability Insurance
  • Review Workers Compensation Insurance
  • Establish Standards and Quality Controls
    • Evaluate On-site Personnel

BUILDING INSPECTION AND MAINTENANCE

A complete digitized set of photographs are created for the entire property and stored in our database for viewing when homeowners/contractors call about specific property issues. Our Property Managers are able to view these photographs when an issue arises. While in contact with the requestor we are able to respond quickly to their needs of this request.

Your property will be thoroughly inspected and a written report with all findings is prepared and presented to the Board. Recommendations based on these findings are made and implemented, as agreed upon. We verify, review, and inspect the following:

  • Roof Condition
  • HVAC Efficiency and Condition
  • Vendor Pricing and Insurance Certificates
  • Maintenance Request Procedures
  • Warranty and Service Manuals
  • Parking
  • Utilities
  • Exterior Condition
  • Amenities
  • Safety Equipment
  • Deferred Maintenance
  • Smoke Detectors

The above-described procedures are completed during the first four to six weeks of assignment to the project. From this data, your project is entered into the ResCom fully-integrated, on-line master program. This sophisticated property management system uses real-time methods of invoicing, check receipts and disbursement posting. At the end of each month, the Association receives a comprehensive operating report based on the general operation procedures outlined in the next section.